TRANSMITTAL LETTER FOR BOARD MEETING OF OCTOBER 16, 2025
COMMITTEE ON PROCUREMENT
Mr. John P. Murray, Acting Executive Director
Title
Issue purchase order to CDW Government LLC and amend an agreement with Microsoft Corporation for Microsoft software and software maintenance for a two-year period, in an amount not to exceed $3,130,376.46, Account 101-27000-612820, Requisition 1646264
Body
Dear Sir:
Authorization is requested to issue purchase order to CDW Government LLC and amend an agreement with Microsoft Corporation for Microsoft software and software maintenance for a two-year period in accordance with the State of Illinois Sourcewell Participating Agreement 25-448DOIT-TELEC-P-80070. The duration of this agreement is from December 1, 2025 to November 30, 2027.
The District has the ability to participate in State of Illinois (State) Contracts under the Government Joint Purchasing Act, 30 ILCS 525/0.01 et.seq.
On August 13, 2025, the State of Illinois entered into a participating agreement with CDW Government LLC which covers the Sourcewell 121923-cdwg contract (“Master Agreement”) for use by state agencies and other entities in the State of Illinois by those states statutes to utilize State contracts. Sourcewell is a State of Minnesota local government unit and service cooperative created under the laws of the State of Minnesota (Minnesota Statutes Section 123A.21) that offers cooperative procurement solutions to government entities. Participation is open to eligible federal, state/province, and municipal governmental entities, higher education, K-12 education, nonprofit, tribal government, and other public entities located in the United States Article. The Sourcewell contract expires February 27, 2028, unless it is cancelled sooner pursuant to Article 22.
On October 17, 2024, the Board of Commissioners authorized entering into an agreement with Microsoft for a three-year period, and authorized issuance of a purchase order to CDW Government, LLC to furnish and deliver Microsoft software and software maintenance in an amount not to exceed $4,023,362.64 in accordance with the City of Chicago Contract No. 33232. This contract expired on September 30, 2025. At this time, there has been no indication from the City of Chicago that there will be an additional renewal or extension. The District has two more years under the three-year Microsoft agreement which expires November 30, 2027. For the remaining years of the Microsoft agreement, authorization is being requested to issue a purchase order to CDW Government LLC and to amend the agreement with Microsoft to reflect the change in supplier under the State of Illinois Sourcewell Participating Agreement 25-448DOIT-TELEC-P-80070.
Inasmuch as CDW Government LLC, is the only source of supply under the State of Illinois Sourcewell Participating Agreement 25-448DOIT-TELEC-P-80070 for Microsoft software and software maintenance, said purchase order may be issued without competitive bidding pursuant to Section 11.4 of the Purchasing Act.
CDW Government LLC is registered and in good standing with the State of Illinois.
The Multi-Project Labor Agreement is not applicable due to the specialized nature of the services required.
The Affirmative Action Appendix A and Appendix V are not included in this contract because the contract price consists primarily of licensing fees and the requested service does not provide practical opportunities for subcontracting.
In view of the foregoing, it is recommended that the Director of Procurement and Materials Management be authorized to issue a purchase order to CDW Government LLC in an amount not to exceed $3,130,376.46.
Funds for the 2025 expenditure, in the amount of $1,565,188.23, are available in Account 101-27000-612820. Funds for the 2026 expenditure, in the amount of $1,565,188.23, are contingent on the Board of Commissioners’ approval of the District’s budget for that year.
Requested, Sean T. Kelly, Director of Information Technology, SK:JR;rp
Recommended, Darlene A. LoCascio, Director of Procurement and Materials Management
Respectfully Submitted, Precious Brady-Davis, Chairperson Committee on Procurement
Disposition of this agenda item will be documented in the official Regular Board Meeting Minutes of the Board of Commissioners for October 16, 2025